Handling Duplicate Published Bookings
Why you need to handle duplicated bookings
Rostering and managing team schedules in the scheduling area is a vital and time sensitive task for care organisations. Schedule changes happen and teams need to be able to find the most suitable and efficient person to full the bookings.
In most organisations, multiple schedulers are assigned to do this task and work simultaneously using different computers. This may on occasion cause duplicate bookings if two schedulers attempt to assign a booking around the same time, and they are not aware of what the others are doing. There are also some cases where the coordinator uses the scheduling area on multiple tabs which may also cause published duplicate bookings. This causes confusion and gaps in the service, affecting the business profitability and your relationship with clients.
How you can handle the duplicated bookings
To solve this issue, CareVision implemented several checks so that the scheduler can have a clearer visibility on possible duplicates when publishing the schedules. This will help them do final adjustments before fully committing the changes.
In the Management Portal, when you click the Publish button on the team's scheduling area, the system will check if the bookings contain duplicates and if there is, a pop-up window will appear to show you each item and a comparison between the two same instances. The popup window will also let you select whether to Discard New Item, Update Existing Item or Publish Anyway as a Duplicate.
Scenarios of handling duplicates of published bookings
- Discard New Item - this cancels the changes that had been made and leave the existing booking as it is.
- Update Existing Item - overrides the existing published booking and publishes the latest change made in the booking.
- Publish Anyway - proceed with publishing both versions of the duplicate booking but flags the most recent booking as a duplicate booking so as to not cause future schedule allocation issues.
Publishing the schedule may take several minutes to finish specially if there are many bookings involved. Because of this, there are some cases where one coordinator clicked "Publish" while the system is still publishing the schedule saved by other coordinator. To preserve the integrity of the data, the system needs to finish processing of the published schedule before accepting a new publish request. In this case, the system will return this message: "Sorry but we can’t perform this action because somebody is currently publishing the same booking. Please wait a minute and try again.". This is nothing to worry about. You just need to wait for a few minutes and just click "Publish" again.
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